Onboarding New Merchant Staff
This guide outlines the steps required before an employee can handle credit cards.
Policy Insight
The University is obligated to comply with laws, regulations, guidelines, and policies such as BFB BUS-49 (opens in new window) and BFB IS-3 (opens in new window), to safeguard sensitive financial information, including credit and debit card data of its customers. In accordance with UCOP and UCSF policy, all Credit Card Handlers must complete online UCSF PCI Security Awareness Training. Department supervisors or managers are required to educate employees upon hire and hold refresher courses annually. Background checks and fingerprinting are mandatory.
Establishing New Credit Card Handlers
Background Check
Employees who will be processing payments and/or handling card or payment data must have a background check on file. Proof of background check completion must be maintained on file within the department as well as the appropriate HR Service Center.
- Employees hired on or after March 13, 2017, complete a background check as part of the pre-employment process.
- Employees hired prior to March 13, 2017, who do not already have a background check completed by LiveScan will need to complete a new background check.
Training
New credit card handlers must complete the required online course, PCI DSS Security Awareness Training, in the UC Learning Center. Completion of this training is required before the employee can handle credit cards and annually thereafter as long as they continue to handle credit cards.
If you, the employee's supervisor/manager, cannot assign this course to the employee in the UC Learning Center, send an email request to [email protected]. Include:
- Employee's full name
- Employee's email address
- Employee's UCSF employee ID
- Request the new credit card handler be assigned to the PCI Security Awareness Training
Access to Reconciliation Reporting
Departments need to email the following information for new credit card handlers or depositors to access reconciliation reporting from Merchant Services:
- Name
- Phone Number
- Email Address
- Department Name
- Department Box Number
- Department Physical Address
- Name of supervisor/manager